POLAR MEETINGS LTD TERMS OF RESERVATION
To ensure smooth travel arrangements, you must comply with the following terms and recommendations, unless otherwise agreed. A contract exists between You and Polar Meetings Ltd. and all conditions become binding to us both once You have made the booking. The booking must be made by a major.
Your booking is definite when you have received the invoice/confirmation of reservation attached with the information about accommodation and the keys. The service fee is 15 € (incl.VAT).
TERMS FOR INDIVIDUAL BOOKINGS
The booking shall be confirmed by making a deposit of 100% of the full price of a reservation for 1-3 day stay and 50% of the full price of a reservations for stays longer than 3 days. The rest of the payment is due 30 days before the date of arrival.
- cancellation without costs 30 days before the beginning of reservation reduced 65 €.
- if cancellation is done 29 days before the beginning of reservation the whole value of the reservation is charged.
If the booking time is so close to the arrival date that an advance payment would not appear in our account before arrival, the booking shall be confirmed by credit card.
Should you want to change your booking after confirmation, we will have to consider it as a cancellation of your booking and the new arrangements will constitute an entirely new booking.
ACCEPTED CREDIT CARDS
Visa, Euro/Mastercard.
The hotel reserves the right to pre-authorise credit cards prior to arrival.
TERMS FOR GROUPS
The booking shall be confirmed by making a deposit of 100% of the full price of a reservation for 1-3 day stay and 50% of the full price of a reservations for stays longer than 3 days. The rest of the payment is due 30 days before the date of arrival.
Number of rooms 5-10
- cancellation without costs 60 days (2 months) before the beginning of the reservation.
- if cancellation is done 59 - 45 days before the beginning of reservation cancellation costs are 50% of the value of the accommodation
- if cancellation is done 44 - 30 days before the beginning of reservation cancellation costs are 75% of the value of the accommodation
- if cancellation is done 29 - 0 days before the beginning of reservation the whole value of the reservation is charged.
Number of rooms 11 - 50
- cancellation without costs 90 days (3 months) before the beginning of the reservation.
- if cancellation is done 89 - 60 days before the beginning of reservation cancellation costs are 50% of the value of the accommodation
- if cancellation is done 59 - 45 days before the beginning of reservation cancellation costs are 75% of the value of the accommodation
- if cancellation is done 44 - 0 days before the beginning of reservation the whole value of the reservation is charged.
Number of rooms over 5 agreed on a case-by-case basis.
Change of 1 or 2 rooms in the number of original rooms without cancellation costs when the change is don 21 days before the beginning of the reservation.
A name/rooming list shall be presented to us 14 days before the date of arrival.
INSURANCES
We recommend that our clients obtain a travel insurance to cover any contingencies, because the hotel has no responsibility to accept cancellations without cancellations fees, not even if a medical certificate or other documentary evidence is presented.
BOOKING THROUGH INTERNET
The service fee for bookings made through the internet is 10 €. An Internet reservation must be paid in full at the time of booking. The internet booking will be paid by a valid card or bank service. You are responsible for printing yourself the receipt, invoice, the description page with key details and the booking conditions. The booking system will send a confirmation of the booking to the e-mail address you have provided during registration. Polar Meetings will not send any invoices, confirmations or information to you if the booking is made through the internet.
POLAR MEETINGS LTD´S RIGHT TO CANCEL THE BOOKING
Polar Meetings reserves the right to cancel the booking in case of force majeure or other reasons out of Polar Meetings control such as e.g. fire and /or water damages in the booked accommodation. In this case we will notify you of the cancellation immediately and refund all money paid. Polar Meetings reserves the right to cancel the booking in case the payments are not done on time.
HANDING OUT THE KEYS
The key to your holiday accommodation will be handed to you at the time of your arrival at Levi, which you have informed either by phone or writing in advance. The contact details for the care taker are in the description. The deliverer of the key has the right to claim expenses caused by loss of the key (for example, the re-serialisation of locks and new keys) The care taker of the apartment / cabin has the right to charge you a fee in case the key is inside the accommodation and you cannot get in.
RESIDENCE IN THE HOLIDAY APARTMENT
Your accommodation will be at your disposal at the earliest from 5.00 p.m. on your arrival day until 11.00 a.m. on your departure day.
The holiday apartments have separate regulations, of which the client is committed to abide by.
No smoking in apartments / cabins! In case of smoking in the accommodation, please notice that we will charge a cleaning fee of minimum 300 euro. The departure cleaning will be included into the holiday accommodation reservation. You are responsible for the tidiness of the apartment / cabin, providing that the furniture of the apartments are in place and undamaged, the rubbish have been taken outside and the dishes has been washed. The care taker has the right to charge you for the extra cleaning if the accommodation is not in a acceptable state after your stay. Some apartments or cabins include linen (already made) and towels.
DAMAGES
The client is bound to indemnify the owner for any damages of the apartment/cabin or the movable property in the apartment/cabin.
ANTISOCIAL BEHAVIOR OR DANGEROUS SITUATIONS LEADING TO CANCELLATION OF THE RESERVATION AGREEMENT
In so far a client residing in the apartment refuses to cease from disturbing or endangering a resident from the same or neighbouring apartment, after being advised to from a representative of the apartment hotel, the representative of the apartment hotel has the right to cancel the reservation of the apartment.
THE NUMBER OF RESIDENTS
The holiday apartment may not be used by more people than what has been reported as the capacity of the apartment. Use of a tent, camper vehicle or caravan without permission from the owners in the site of the apartment hotel is prohibited. Please inform about your pet while booking the apartment/cabin. You are obliged to clean the spoor after your pet.
Pets are prohibited in some of the holiday apartments (for example Snow White apartment hotel)
COMPLAINTS
Should you have any cause to complaint about the booking or state of your holiday accommodation you must immediately inform the owner of the place / his representative of the complaint for remedial action. Should a problem remain unsolved you should make your complaint in writing, for continued handling, to us within a week´s time after your booking has ended. Should we not be able to settle things amicably, you are entitled to have the dispute arbitrated at the Finnish Consumer Complaint Board.
Polar Meetings Ltd. is not responsible for possible harm or expenses caused by the forces of nature, insects, moles or unexpected weather changes.
OTHERS
The law on package travel does not apply to individual apartment reservations.
Polar Meetings Ltd. is not responsible for misprints or changes occurring after the print or the brochure. We reserve the right for price changes.
Polar Meetings Ltd. reserves the right to correct price errors before a contract is made.
VAT is valid regarding current legislation rules.
Polar Meetings Ltd
Mariankuja 6 c 7
99130 LEVI
Finland
Tel. +358 (0)207 630820
Fax. +358 (0) 16 643506
